Page |1

Business Communication
Question-01: “Good communicators are not born, they are made”. Explain with
examples.
Answer: The statement "Good communicators are not born, they are made"
means that the ability to communicate effectively is not something that we are
born with. It is a skill that can be learned and developed over time. Of course,
some people may have a natural aptitude for communication. They may be more
comfortable speaking in public or they may be better at listening to others.
However, even these people can benefit from learning and practicing
communication skills.
For example: In a job interview, two individuals, Alex and Sarah, compete for
the same position. Alex, a naturally outgoing and confident communicator,
impresses the hiring manager with his smooth and engaging responses. In
contrast, Sarah, who is introverted and reserved, struggles to communicate
effectively. Despite Alex's initial advantage, Sarah recognizes the importance of
good communication for career growth. She works hard to improve her skills
through training, workshops, and practice. When both candidates later apply for
a leadership position, Sarah's transformed communication abilities shine,
leading to her selection over Alex, who didn't invest in further development.
This situation illustrates that good communicators are not born but can be made
through dedicated effort, as seen in Sarah's journey from a less skilled
communicator to a successful one.

Question-02: What is communication, good communication and effective

communication? Explain with examples.
Answer: Here is a brief explanation of communication, good communication
and effective communication with examples:

❖ Communication: This is the basic exchange of information between

individuals, but it may not always be clear or effective. For example: Two
friends texting each other about their plans for the weekend. One friend
sends a message, "Let's meet up on Saturday." However, the message
lacks specific details like the time and location, leading to confusion
about the actual plan.

❖ Good Communication: Good communication implies clear and concise

exchange of information that is easily understood by all parties involved
but lacks feedback. For example: Rana is watching a social awareness
related movie in the television. He understands all the messages that the

Prepared by SR Ritthik Barman

 Page |2

movie wanted to convey. However, as there was no media of sending

feedback, he was unable to send his views on the messages.

❖ Effective Communication: Effective communication is when both the

sender and receiver of the message perceive/understand the message in
the same sense and same meaning with feedback from the receiving side.
For example: A team member is assigned a project at work. They have a
meeting with their manager to discuss the project's scope, objectives, and
deadlines. The manager provides clear instructions, listens to the
employee's questions, and offers clarifications to ensure a shared
understanding of the project requirements.

Question-03: Describe in brief the communication process with a diagram. How

many components are there in communication process?
Answer: The communication process:

1. Thought: The first step in the communication process is to develop and

frame a thought or idea in the communicator’s mind.
2. Encoding: Encoding means converting the idea or thought of the message
into some transmittable form like spoken or written words, body
movement, gestured, etc.
3. Transmission of Message: When thought or ideas are converted into an
appropriate language, it is required to transmit to the receiver through a
suitable channel.
4. Reception of Message: In the communication process, it is the first step
from the receiver’s point of view. The receiver or any one on his/her
behalf receives the message.
5. Decoding: It is the interpretation of the message. The receiver translates
the message to give a precise meaning of the communication.
6. Understanding: After decoding the message, understanding takes place.
7. Response or Feedback: The sender is naturally interested in knowing how
his/her message has been received. Basically, it is receiver’s response to
the actual sender.
(For the diagram, follow the slides provided by Sir)

The communication process consists of several components that work together

to facilitate the exchange of information between a sender and a receiver.
Generally, there are five main components in the communication process:

1. Sender: The sender is the initiator of the communication process. It can

be an individual, group, or entity that intends to convey a message to the

Prepared by SR Ritthik Barman

 Page |3

receiver. The sender encodes the message into a form that can be
transmitted through a chosen communication channel.
2. Message: The message is the information, idea, emotion, or intent that the
sender wants to communicate. It can be in the form of spoken or written
words, images, symbols, gestures, or any other means of expression.
3. Channel: The channel is the medium through which the message is
transmitted from the sender to the receiver. Channels can be verbal (face-
to-face conversation, phone calls) or written (emails, letters), as well as
non-verbal (body language, facial expressions).
4. Receiver: The receiver is the individual or group for whom the message is
intended. They receive the transmitted message and decode it to
understand its meaning.
5. Feedback: Feedback is the response or reaction provided by the receiver
to the sender's message. It completes the communication loop by letting
the sender know if the message was received and understood as intended.
Feedback can be verbal or non-verbal and may involve additional
communication

Question-04: “One way communication process is autocratic communication

and two-way communication is democratic communication”. Do you agree with
this statement? Give arguments in favor of your answer.
Answer: I agree with the statement that one-way communication is autocratic
communication and two-way communication is democratic communication.
Here is why:

In one-way communication, the sender is the only one who has the power to
transmit the message. The receiver does not have the opportunity to provide
feedback or ask questions. This type of communication is often associated with
authoritarian or autocratic leadership styles, where the leader makes all the
decisions and the followers are expected to obey without questions. An example
of one-way communication would be that a manager delivers a set of
instructions during a team meeting without inviting questions or feedback from
the employees. The employees are expected to comply with the instructions
without any discussion.

In two-way communication, both the sender and the receiver have the
opportunity to share information. The receiver can ask questions, provide
feedback, and even challenge the sender's message. This type of communication
is often associated with democratic leadership styles, where the leader values
the input of their employees and makes decisions based on the consensus of the
group. An example of two-way communication would be during a team
brainstorming session, the team leader encourages team members to share their

Prepared by SR Ritthik Barman

 Page |4

ideas, opinions, and concerns openly. The team members actively participate,
and the leader takes their input into consideration when making decisions.

Therefore, I have come to the conclusion that one way communication process
is autocratic communication and two-way communication is democratic
communication.

Question-05: Discuss in short, the major objectives of communication.

Answer: Here are the major objectives of communication:

➢ Information: The most basic objective of communication is to transmit

information from one person to another. This can be done in a variety of
ways, such as through speaking, writing, or nonverbal communication.
➢ Persuasion: Another common objective of communication is to persuade
the other person to agree with you or take a certain action. This can be
done by using logic, emotion, or a combination of both which require
communication.
➢ Relationship building: Communication is also important for building
relationships with others. When you communicate effectively, you build
trust and understanding, which can lead to stronger relationships.
➢ Problem solving: Communication is often essential for solving problems.
When you can communicate effectively with others, you can work
together to find solutions that work for everyone involved.
➢ Motivation: Communication can also be used to motivate others. When
you communicate your goals and expectations clearly, you can inspire
others to work hard and achieve their full potential.

Question-06: What is feedback? Identify some situation where feedback is

essential.
Answer: Feedback is a process of providing information, reactions, or responses
to a sender's message by the receiver. It is a crucial element in the
communication process as it helps to close the loop, ensuring that the intended
message was understood correctly and received as expected. Feedback can be
both verbal and non-verbal and plays a vital role in improving understanding,
facilitating learning, and fostering effective communication.

Some situations where feedback is essential:

1. Workplace Communication: In a professional setting, feedback is crucial

for tasks, projects, and team collaborations. It helps team members
understand expectations, align their efforts, and improve performance.

Prepared by SR Ritthik Barman

 Page |5

2. Education: In classrooms, feedback from teachers to students and vice

versa is essential for effective learning. It helps students grasp concepts
better and allows teachers to adapt their teaching methods.
3. Performance Reviews: Feedback is essential during employee
performance evaluations. Constructive feedback helps employees identify
strengths and areas for improvement.
4. Customer Service: Feedback from customers provides valuable insights
into their needs, satisfaction, and areas where a business can improve its
products or services.
5. Interpersonal Relationships: Feedback is vital for healthy relationships.
Sharing feelings, thoughts, and concerns openly fosters understanding
and resolution of conflicts.
6. Public Speaking or Presentations: Presenters benefit from feedback to
improve their delivery and connect better with their audience.
7. Product Development: Companies rely on customer feedback to enhance
existing products or create new ones that meet market demands.
8. Innovation and Creativity: Feedback can fuel innovation by encouraging
creative ideas and refining them through constructive input.

Question-07: Describe the methods of communicating orally by electronic

media.
Answer: Communicating orally through electronic media offers various
methods that enable real-time or near-real-time communication over a distance.
Here are the main methods of oral communication using electronic media:

❖ Voice Mail: Voice mail allows individuals to leave recorded messages for
others when they are unavailable to answer a phone call. The recipient
can listen to the message at their convenience. Voice mail is commonly
used in personal and business communication.

❖ Teleconferencing/Video Conferencing: Teleconferencing and video

conferencing enable multiple participants in different locations to interact
simultaneously. Teleconferencing involves audio-only communication,
while video conferencing incorporates both audio and video, allowing
participants to see each other in real-time.

❖ Telecommunicating: Telecommunicating refers to using various

telecommunication technologies, such as landline phones or Voice over
Internet Protocol (VoIP) services, to communicate orally over long
distances. It encompasses traditional phone calls made through
telecommunication networks.

Prepared by SR Ritthik Barman

 Page |6

❖ Cellular Phone: Cellular phones (mobile phones) allow individuals to

communicate wirelessly over cellular networks. They offer voice calling,
messaging, and other advanced features, making them a widely used
method of oral communication.

❖ Radio Communication: Radio communication involves using radio waves

to transmit and receive audio messages. It is commonly used in
broadcasting, public announcements, and two-way radio communication,
such as in police or emergency services.
❖ Walkie Talkie: Walkie talkies are handheld, portable two-way radios that
facilitate immediate communication between users within a certain range.
They are widely used in various industries, outdoor activities, and
emergency situations.

Question-08: Highlight the important differentiating points between oral

communication and written communication.
Answer: Oral communication and written communication are two essential
forms of communication in any organization or setting. They have distinct
characteristics and impacts based on various factors. Below are the important
differentiating points between oral and written communication:

1. Immediate Response:
- Oral Communication: Provides immediate feedback and real-time interaction.
It allows for spontaneous clarifications and instant resolution of issues.
- Written Communication: Often requires more time for responses and
feedback, as recipients may need to read, analyze, and compose a response
before communication can progress.

2. Number of Employees:
- Oral Communication: More suitable for smaller groups or one-on-one
interactions. Face-to-face meetings or phone calls are common in this context.
- Written Communication: Ideal for reaching a large number of employees
simultaneously, especially when consistency and dissemination of information
are important. Emails, memos, and newsletters are examples.

3. Value of Time:
- Oral Communication: Can be more time-efficient for quick exchanges and
urgent matters that require immediate attention.
- Written Communication: Better suited for complex and detailed information,
allowing recipients to review and analyze at their own pace.

4. Labor Management Relations:

Prepared by SR Ritthik Barman

 Page |7

- Oral Communication: Facilitates better understanding and rapport between

management and employees, promoting a sense of trust and transparency.
- Written Communication: May lead to misinterpretations or misunderstandings
due to the lack of tone and non-verbal cues.

5. Natures of Receivers:
- Oral Communication: Especially effective when the message is sensitive or
emotional, as the speaker's tone and gestures can convey empathy and
understanding.
- Written Communication: More suitable for conveying formal, technical, or
complex information, as it provides a written record that can be referred back
to.

6. Language Barriers:
- Oral Communication: Can be useful in overcoming language barriers through
visual aids, gestures, and simplifying language for better comprehension.
- Written Communication: Requires careful attention to language clarity and
precision to avoid ambiguity or misinterpretation, especially when dealing with
diverse audiences.

7. Subject Matter:
- Oral Communication: Better for interactive discussions, brainstorming
sessions, and spontaneous decision-making.
- Written Communication: More appropriate for official documentation, legal
agreements, and presenting comprehensive reports.

In conclusion, both oral and written communication have their strengths and
weaknesses, and their effectiveness depends on the specific context, purpose,
and audience. Organizations should use a combination of both forms of
communication to ensure clear and efficient information exchange while
considering the factors mentioned above.

Question-09: What changes has computer technology brought about in the field
of communication? What are the advantages of this technology? What are its
limitations?
Answer: Computer technology has brought about a revolution in the field of
communication. Here are some of the changes that have been brought about:

1. Increased connectivity: Computer technology has made it possible for

people to connect with each other regardless of location. This means that
people can communicate with friends, family, and colleagues no matter
where they are in the world.

Prepared by SR Ritthik Barman

 Page |8

2. Changes in communication methods: Computer technology has

introduced new ways of communicating, such as email, instant
messaging, and video conferencing. These methods have made
communication faster and more convenient, but they have also led to a
decrease in face-to-face communication.
3. Changes in the way we interact with information: Computer technology
has made it possible to access and share information more easily than
ever before. This has led to a change in the way we interact with
information, as we are now more likely to consume information in small,
bite-sized chunks.

The advantages of computer technology in communication include:

1. Speed: Computer-mediated communication (CMC) is much faster than

traditional forms of communication, such as letters or phone calls.
2. Convenience: CMC can be done from anywhere with an internet
connection.
3. Cost-effectiveness: CMC is often much cheaper than traditional forms of
communication.
4. Reach: CMC can reach a wider audience than traditional forms of
communication.

The limitations of computer technology in communication include:

1. Lack of Personal Touch: Online communication may lack the personal

touch of face-to-face interactions, leading to potential misunderstandings
or misinterpretations.
2. Information Overload: The abundance of information online can lead to
information overload, making it challenging to filter and prioritize
relevant information.
3. Security Concerns: Computer technology introduces security risks such
as data breaches, hacking, and phishing attacks, compromising the
privacy and confidentiality of communications.

Question-10: State in brief the conditions when oral communication is more

effective.
Answer: Oral communication is more effective under the following conditions,
considering factors such as immediate response, oral explanation, secrecy,
illiterate audience, value of time, avoiding sluggishness, and direct relations:

1. Immediate Response: When a prompt response is required, oral

communication is more effective. Face-to-face conversations or phone

Prepared by SR Ritthik Barman

 Page |9

calls enable real-time interactions, allowing for quick decision-making

and problem-solving.
2. Oral Explanation: Complex or sensitive information can be better
conveyed through oral communication. The use of tone, gestures, and
facial expressions enhances understanding and ensures that the message
is delivered clearly and empathetically.
3. Secrecy: When confidentiality is crucial, oral communication can be
more secure. Private discussions in closed-door meetings allow for the
exchange of sensitive information without leaving written records that
might be prone to unauthorized access.
4. Illiterate Audience: In situations where the audience has low literacy
levels, oral communication becomes essential. Verbal instructions and
explanations cater to their understanding, ensuring effective
communication and comprehension.
5. Value of Time: In time-sensitive scenarios, oral communication is
preferred as it enables immediate feedback and reduces delays. It saves
time compared to written communication, where responses might take
longer.
6. Avoiding Sluggishness: Oral communication is ideal when there is a need
to avoid bureaucratic delays or excessive formalities. Direct
conversations facilitate swift decision-making and action, reducing
sluggishness in the communication process.
7. Direct Relations: For building trust and stronger interpersonal
relationships, oral communication plays a significant role. Direct
interactions allow for personal connections, which can be beneficial in
resolving conflicts or fostering team cohesion.

In summary, oral communication is more effective in scenarios that require

quick responses, clear explanations, confidentiality, catering to illiterate
audiences, time-saving, avoiding bureaucratic delays, and nurturing direct
relations between individuals or teams.

Question-11: In between oral and written communication, which one is better?

Explain with examples.
Answer: Determining whether oral or written communication is better depends
on the specific context and the factors at play. Both forms of communication
have their strengths and weaknesses, and their effectiveness varies based on the
circumstances. Let's explore the factors you mentioned and see how oral and
written communication compare in each case with examples:

1. Immediate Response:

Prepared by SR Ritthik Barman

 P a g e | 10

- Oral Communication: Better for immediate feedback and quick decision-

making. For example, in a team meeting to address a sudden issue, oral
communication allows team members to discuss and resolve the matter
promptly.
- Written Communication: May cause delays in response, as recipients need
time to read and compose a written reply. For instance, sending an email to
gather opinions from a large group might take longer to receive responses
compared to a live discussion.

2. Number of Employees:
- Oral Communication: Suitable for smaller groups or one-on-one interactions.
For instance, a supervisor giving instructions to their team members can use
oral communication effectively.
- Written Communication: More efficient when reaching a large number of
employees simultaneously. For instance, a company-wide memo announcing
policy changes is best communicated through written communication.

3. Importance of Time / Value of Time:

- Oral Communication: Better for urgent matters where immediate response and
quick action are crucial. For instance, a critical safety issue on a construction
site requires oral communication to alert workers promptly.
- Written Communication: More appropriate for less time-sensitive information
where recipients have time to process and respond. For example, a company's
annual performance report is better suited for written communication.

4. Labor Management Relations:

- Oral Communication: Facilitates better understanding and rapport between
management and employees due to the direct and personal nature of
communication. For example, a face-to-face discussion between a manager and
an employee regarding work expectations and feedback can foster a stronger
relationship.
- Written Communication: May lead to misunderstandings or create a sense of
detachment in labor management relations. For example, an email reprimanding
an employee's performance might be received negatively due to the lack of
personal touch.

5. Natures of Receivers:
- Oral Communication: Particularly effective when conveying emotional or
sensitive messages, as non-verbal cues and tone help convey empathy and
understanding. For example, comforting an employee who has faced a personal
loss is better done through oral communication.
- Written Communication: More suitable for providing formal, technical, or
detailed information, especially when clarity and precision are essential. For

Prepared by SR Ritthik Barman

 P a g e | 11

instance, sending a written manual on operating new equipment is more

effective for comprehension.

6. Language Barriers:
- Oral Communication: Allows for immediate clarification of
misunderstandings, especially when dealing with language barriers. For
example, using visual aids and gestures to explain procedures to a non-native
speaker can enhance comprehension.
- Written Communication: Requires careful attention to language clarity to
minimize language barriers. For instance, translating important written
communication into multiple languages can help reach diverse audiences
effectively.

7. Subject Matter:
- Oral Communication: Better for interactive discussions, brainstorming, and
immediate problem-solving. For example, conducting a team meeting to
brainstorm ideas for a new project benefits from oral communication.
- Written Communication: More appropriate for official documentation,
contracts, and complex information that needs to be preserved and referred back
to. For example, a legal contract outlining terms and conditions is best conveyed
through written communication.

In conclusion, neither oral nor written communication is universally better; they

each have their advantages and suit different situations. Organizations should
consider the specific factors mentioned above and choose the appropriate form
of communication based on the context and communication objectives at hand.
In many cases, a combination of both oral and written communication can be
the most effective approach to ensure clear and efficient information exchange.

Question-12: Explain the significance of written communication?

Answer: Written communication holds immense significance in various aspects
of personal, professional, and societal interactions. It involves conveying
messages, ideas, and information through written text, which can be in the form
of emails, letters, reports, memos, articles, and more. The importance of written
communication lies in the following aspects:

➢ Clarity and Permanence: Written communication provides a clear and

permanent record of information shared. Unlike verbal communication,
which can be easily forgotten or misinterpreted, written documents can be
referenced and reviewed whenever needed, ensuring that the intended
message is retained accurately.

Prepared by SR Ritthik Barman

 P a g e | 12

➢ Formal Documentation: Many legal and business transactions require

written communication for documentation and evidence purposes.
Contracts, agreements, and official records are typically documented in
writing to ensure accountability and avoid misunderstandings.

➢ Remote Communication: In today's interconnected world, people often

communicate across long distances and time zones. Written
communication, especially through emails and instant messaging, allows
individuals to communicate effectively without being physically present.

➢ Thoughtful Expression: Written communication allows individuals to

carefully craft their thoughts and ideas before sharing them. This can lead
to more thoughtful and well-structured messages compared to
spontaneous verbal communication.

➢ Global Reach: With the internet and digital technology, written

communication can reach a global audience instantly, breaking down
barriers of language and geography.

➢ Accessibility: For people with disabilities or language barriers, written

communication can be a more accessible form of communication when
compared to face-to-face or verbal methods.

➢ Archiving and Reference: Written communication can serve as a valuable

resource for future reference and research, preserving knowledge and
insights over time.

Question-13: Do you think that communication can promote employee

efficiency?
Answer: Yes, I do think that communication can promote employee efficiency.
Here are some of the ways that effective communication can improve employee
efficiency:

❖ Clear instructions and expectations: When employees have clear

instructions and expectations, they are more likely to be able to complete
their tasks efficiently. Effective communication helps to ensure that
everyone is on the same page and knows what is expected of them.

❖ Reduced errors and misunderstandings: When communication is clear

and concise, there is less chance of errors and misunderstandings. This
can save time and resources, as well as prevent problems down the road.

Prepared by SR Ritthik Barman

 P a g e | 13

❖ Increased collaboration and teamwork: Effective communication can help

to foster collaboration and teamwork among employees. When
employees are able to communicate effectively, they are better able to
share ideas, solve problems, and achieve common goals.

❖ Improved morale and motivation: When employees feel like they are
being heard and that their contributions are valued, they are more likely
to be motivated and engaged in their work. Effective communication can
help to create a positive work environment where employees feel
comfortable communicating with each other and with their managers.

Overall, effective communication can play a significant role in promoting

employee efficiency. By ensuring that employees have clear instructions,
reducing errors and misunderstandings, increasing collaboration and teamwork,
and improving morale and motivation, effective communication can help
businesses to achieve their goals more efficiently.

Question-14: Do you agree that basic objective of all human communication is

to obtain and understand response? How can this be applied to the objectives of
business communication?
Answer: Yes, I agree that the basic objective of all human communication is to
obtain and understand response. This is because communication is a two-way
process. The sender of the message wants the receiver to understand the
message, and the receiver wants to understand the message in order to respond.

In business communication, this objective is especially important. Businesses

need to communicate effectively with their customers, employees, and other
stakeholders in order to achieve their goals. For example, a business might
communicate with its customers to sell products or services, with its employees
to provide instructions or training, or with other stakeholders to build
relationships or gather feedback.

The following are some specific examples of how the objective of obtaining and
understanding response can be applied to the objectives of business
communication:

 Selling products or services: A business might communicate with its

customers to sell products or services by providing information about the
products or services, answering questions, and addressing concerns.
 Providing instructions or training: A business might communicate with its
employees to provide instructions or training by explaining procedures,
demonstrating tasks, and answering questions.

Prepared by SR Ritthik Barman

 P a g e | 14

 Building relationships: A business might communicate with other

stakeholders to build relationships by sharing information, providing
updates, and listening to feedback.
 Gathering feedback: A business might communicate with its customers or
employees to gather feedback by asking questions, conducting surveys, or
holding focus groups.

In all of these cases, the goal of the business is to obtain a response from the
other party. This response might be a purchase, an action, or simply an
understanding of the message. By effectively communicating with its
customers, employees, and other stakeholders, a business can achieve its goals
and objectives.

Question-15: What are the reasons for imposing so much importance on two-
way communication in business organization?
Answer: Two-way communication is important in business organizations
because it:

 Builds trust and rapport. When employees feel like their voices are heard
and their opinions matter, they are more likely to trust and respect their
managers and the company as a whole. This can lead to increased
employee engagement and productivity.
 Improves decision-making. When managers have access to the input of
employees, they are better able to make informed decisions that take into
account the needs and concerns of everyone involved. This can lead to
more effective and efficient decision-making.
 Promotes innovation. When employees feel comfortable sharing their
ideas and feedback, they are more likely to come up with new and
innovative solutions to problems. This can help businesses stay ahead of
the competition and grow.
 Resolves conflict. When there is a problem or misunderstanding, two-
way communication can help to resolve it quickly and effectively. This
can prevent small problems from escalating into larger ones.
 Creates a positive work environment. When employees feel like they are
part of a team and that their voices are heard, they are more likely to be
happy and engaged at work. This can lead to a more positive and
productive work environment for everyone.

Overall, two-way communication is essential for building trust, improving

decision-making, promoting innovation, resolving conflict, and creating a
positive work environment. Businesses that embrace two-way communication
are more likely to be successful in the long run.

Prepared by SR Ritthik Barman

 P a g e | 15

Question-16: When is written communication preferred?

Answer: Written communication is preferred in the following situations:

➢ When a permanent record is needed. Written communication can be

easily stored and retrieved, making it a good choice for documents that
need to be kept for future reference. For example, contracts, policies, and
procedures are often written down to create a permanent record.
➢ When the message is complex or sensitive. Written communication
allows you to take your time and carefully craft your message. This can
be helpful when you are communicating complex or sensitive
information. For example, if you are writing a resignation letter or a
performance review, you may want to take the time to write it down so
that you can express yourself clearly and effectively.
➢ When the audience is large or dispersed. Written communication is a
good way to reach a large audience or an audience that is dispersed
geographically. For example, if you are announcing a new product or
policy, you may want to send out a written communication to all
employees.
➢ When you need to be clear and concise. Written communication forces
you to be clear and concise in your communication. This can be helpful
when you are trying to get your point across quickly or when you are
limited by space. For example, if you are writing a press release or a blog
post, you will need to be clear and concise in order to grab the reader's
attention.
➢ When the communication is formal. In formal settings such as business
contracts, legal documents, official announcements, or policies and
procedures, written communication is the standard. It adds a level of
formality and seriousness to the message.

Question-17: How does communication by telephone differ from face to face

communication?
Answer: Communication by telephone and face-to-face communication are both
important forms of communication, but they differ from each other.

Telephone communication is a good way to communicate when you need to

reach someone quickly or when you are not able to meet in person. It is also a
good way to communicate with people who are in different locations. However,
telephone communication can be limited because you cannot see the other
person's facial expressions or body language. This can make it difficult to
interpret their meaning and to build rapport.

Prepared by SR Ritthik Barman

 P a g e | 16

Face-to-face communication is a more personal and effective way to

communicate. You can see the other person's facial expressions and body
language, which can help you to understand their meaning and to build rapport.
However, face-to-face communication can be more time-consuming and it can
be difficult to find a time when both people are available.
Ultimately, the best form of communication depends on the specific situation. If
you need to reach someone quickly or if you are not able to meet in person, then
telephone communication is a good option. However, if you need to build
rapport or if you need to communicate something complex, then face-to-face
communication is a better choice.

Question-18: Is management possible without communication?

Answer: No, management is not possible without communication.
Communication is the foundation of management. It is the process of
exchanging information between two or more people. Without communication,
managers would not be able to:

1. Set goals and objectives. Managers need to communicate with their

employees to understand their needs and expectations. They also need to
communicate the goals and objectives of the organization to their
employees so that everyone is working towards the same thing.
2. Plan and organize work. Managers need to communicate with their
employees to coordinate their work and ensure that everyone is on the
same page. They also need to communicate with other departments and
stakeholders to ensure that everyone is working towards the same goals.
3. Lead and motivate employees. Managers need to communicate with their
employees to build trust and rapport. They also need to communicate
with their employees to provide feedback and guidance.
4. Control and evaluate performance. Managers need to communicate with
their employees to set performance standards and to track their progress.
They also need to communicate with their employees to provide feedback
and to ensure that they are meeting the standards.

In short, communication is essential for all aspects of management. Without

communication, managers would not be able to effectively lead and motivate
their employees, set goals and objectives, or control and evaluate performance.
Here are some specific examples of how communication is essential for
management:

Prepared by SR Ritthik Barman

 P a g e | 17

Question-19: How does communication by Television differ from

communication by radio?
Answer: Television and radio are both forms of mass media that can be used to
communicate with a large audience. However, there are some key differences
between the two in terms of their use in communication.
Here are some of the key differences between television and radio
communication:

1. Medium: Television uses a combination of audio and visual signals to

transmit information, while radio only uses audio signals. This means that
television can be more engaging and informative, as viewers can see as
well as hear the content. However, radio is often more portable than
television, as it can be listened to in more places.
2. Audience: Television is typically viewed by a larger audience than radio,
as it is a more visual medium. However, radio can reach a wider audience
in rural areas, as it does not require a TV signal.
3. Content: Television is typically used to broadcast news, sports, and
entertainment programming, while radio is more commonly used for
music, talk shows, and news. However, both television and radio can be
used to broadcast a variety of content.
4. Cost: Television is typically more expensive to produce than radio, as it
requires more equipment and personnel. However, the cost of radio
production has decreased in recent years with the rise of digital audio
broadcasting (DAB).

Ultimately, the best form of communication depends on the specific situation

and the needs of the audience. If you need to communicate something that is
visually appealing or that needs to be seen in order to be understood, then
television is a good option. However, if you need to communicate something
that is audio-only or that needs to be heard in order to be understood, then radio
is a better choice.

Question-20: “Trust between sender and receiver is an important pre-requisite in

all communication”. Do you agree with this statement?
Answer: Yes, I agree with the statement that trust between sender and receiver is
an important prerequisite in all communication. Without trust, communication is
less likely to be effective.
Here are reasons why trust is important in communication:

1. Trust allows the sender to be more open and honest. When the sender
trusts the receiver, they are more likely to share their true thoughts and

Prepared by SR Ritthik Barman

 P a g e | 18

feelings. This can lead to more effective communication, as the receiver

is better able to understand the sender's message.
2. Trust allows the receiver to be more receptive to the message. When the
receiver trusts the sender, they are more likely to believe the message and
to take it seriously. This can lead to the receiver taking action on the
message, which is the ultimate goal of communication.
3. Trust helps to build rapport between the sender and receiver. When the
sender and receiver trust each other, they are more likely to feel
comfortable communicating with each other. This can lead to a more
positive and productive relationship.

Overall, trust is an important prerequisite in all communication. When trust is

present, communication is more likely to be effective. However, when trust is
broken, it can make communication difficult or even impossible.

Question-21: What precautions would be taken by a communicator to make

his/her communication effective?
Answer: To make communication effective, a communicator should take the
following precautions:

1. Know the Audience: Understand the needs, interests, and knowledge

level of the audience. Tailor the message to resonate with them, using
language and examples that they can relate to.
2. Be Clear and Concise: Use clear and straightforward language to convey
the message. Avoid jargon, ambiguous phrases, or unnecessary details
that might confuse the recipient.
3. Listen Actively: Effective communication is a two-way process. Actively
listen to the feedback, questions, and concerns of the audience. Respond
thoughtfully and with empathy to ensure that they feel heard and
understood.
4. Choose the Right Channel: Select the appropriate communication channel
based on the nature of the message and the preferences of the audience.
Some messages may be better conveyed in person, while others can be
effectively communicated through emails or other digital platforms.
5. Consider Non-Verbal Cues: If communication is in person or through
video conferencing, pay attention to non-verbal cues such as facial
expressions and body language. Ensure your own non-verbal cues align
with your message.
6. Be Respectful and Professional: Show respect for the audience's time,
opinions, and perspectives. Maintain a professional tone and avoid using
disrespectful language or offensive remarks.

Prepared by SR Ritthik Barman

 P a g e | 19

7. Use Visual Aids: If appropriate, use visual aids such as charts, graphs, or
images to complement the message and enhance understanding. Visuals
can make complex information more accessible and memorable.
8. Follow up and Clarify: After communicating important information,
follow up with the audience to ensure they understood the message and
address any lingering questions or concerns. Offer clarification when
needed to prevent misunderstandings.

By taking these precautions, a communicator can enhance the effectiveness of

their message, promote better understanding, and build stronger connections
with their audience. Effective communication is key to achieving successful
outcomes and maintaining positive relationships in both personal and
professional settings.

Question-22: Explain one-way vs two-way communication process.

Answer:
Communication is the process of exchanging information between two or more
people. There are two main types of communication: one-way communication
and two-way communication.

One-way communication is a type of communication where the message flows

in one direction, from the sender to the receiver. There is no feedback from the
receiver to the sender. One-way communication can be effective in some
situations, such as when giving instructions or providing information. However,
it can also lead to misunderstandings, as the receiver may not have a chance to
ask questions or clarify the message. For example: A radio broadcast is an
example of one-way communication. In this scenario, the radio station transmits
information, news, music, or any other content to its audience, but there is no
direct interaction or feedback from the listeners. The listeners can only receive
the broadcast and do not have the means to respond to the sender immediately.

Two-way communication is a type of communication where the message flows

in both directions, from the sender to the receiver and back again. This allows
for feedback from the receiver to the sender, which can help to ensure that the
message is understood. Two-way communication is more effective than one-
way communication in most situations, as it allows for clarification and
understanding. For example: In the classroom, a teacher presents a topic to the
students, and the students actively participate by asking questions and sharing
their thoughts. The teacher listens, responds, and encourages further
engagement, creating an interactive and engaging learning experience that
promotes a deeper understanding of the topic.

Prepared by SR Ritthik Barman

 P a g e | 20

Here is a table summarizing the key differences between one-way and two-way
communication:

Feature One Way Communication Two Way Communication

Direction of message flow One Direction Two Directions
Feedback No Feedback Feedback from receiver to
sender
Effectiveness Can be effective in some More effective in most
situations situations
Examples Radio, television, speeches, Phone calls, video calls,
newspapers, magazines, face-to-face conversation,
notice on a board, group discussion,

Question-23: It is said that “The eyes are the windows of the soul”. How does
this apply to non-verbal communication?
Answer: The phrase "The eyes are the windows of the soul" suggests that a
person's eyes can reveal their true emotions, thoughts, and feelings. This
concept is highly relevant to non-verbal communication, as the eyes play a
crucial role in conveying a wide range of emotions and intentions without the
need for spoken words. Non-verbal cues, including eye expressions, can provide
powerful insights into a person's inner state, influencing how others perceive
and interpret their messages.

Here are some ways in which the eyes contribute to non-verbal communication:

1. Eye Contact: Eye contact is a fundamental aspect of non-verbal

communication. Maintaining appropriate eye contact during
conversations shows interest, attentiveness, and respect. It helps build
rapport and signals that the person is engaged and actively listening.

2. Emotion Expression: The eyes are highly expressive and can reveal
emotions such as happiness, sadness, fear, anger, surprise, and more.
Dilated pupils can indicate interest or attraction, while narrowed eyes
might suggest suspicion or discomfort. These emotional cues provide
valuable context to the spoken words.

3. Deception and Truthfulness: The eyes can betray deception or dishonesty.

A lack of eye contact or excessive blinking might indicate that a person is
uncomfortable or being untruthful. On the other hand, direct and steady
eye contact is often associated with sincerity and honesty.

4. Attitudes and Intentions: Non-verbal cues from the eyes can also reveal a
person's attitudes and intentions. For example, rolling the eyes might

Prepared by SR Ritthik Barman

 P a g e | 21

signify impatience or disapproval, while a warm and inviting gaze can

convey friendliness and approachability.

5. Non-Verbal Support: The eyes can also provide non-verbal support

during communication. A reassuring look or a sympathetic gaze can
convey understanding and empathy without the need for spoken words.

In summary, the eyes are indeed powerful instruments in non-verbal

communication. They have the ability to reveal a person's emotional state,
truthfulness, and intentions, adding depth and nuance to verbal messages. Being
aware of and understanding these non-verbal cues can help individuals become
more effective communicators, enabling them to connect with others on a
deeper level and create more meaningful interactions.

Question-24: Do you think that feedback is an inevitable component in the

effective communication process? Why?
Answer: Yes, feedback is an inevitable and essential component in the effective
communication process. Feedback plays a crucial role in ensuring that the
message conveyed by the sender is received, understood, and interpreted
correctly by the receiver. It is a two-way flow of information that completes the
communication loop and helps in refining the communication process. Here's
why feedback is essential for effective communication:

1. Confirmation of Understanding: Feedback allows the sender to confirm

whether the message was understood correctly by the receiver. It provides
an opportunity to check for any misunderstandings or misinterpretations,
ensuring that the intended message is conveyed accurately.
2. Engagement and Participation: When receivers provide feedback, it
fosters a sense of engagement and participation in the communication
process. They feel that their input is valued, which can lead to a more
open and collaborative exchange of information.
3. Adjustments and Improvements: Effective communication requires
adaptability. Feedback enables the sender to make adjustments and
improvements to their message or communication style based on the
receiver's response. This ensures that the message is better tailored to the
specific needs and preferences of the audience.
4. Continuous Improvement: Feedback is a tool for continuous improvement
in communication skills. It provides valuable insights into what works
well and what needs refinement, allowing communicators to enhance
their effectiveness over time.
5. Avoiding Assumptions: Without feedback, communicators may assume
that their message was well-received and understood, which can lead to

Prepared by SR Ritthik Barman

 P a g e | 22

miscommunication and errors. Feedback helps to dispel assumptions and

confirms the actual reception of the message.

In conclusion, feedback is a vital element in the effective communication

process as it facilitates understanding, promotes active engagement, and allows
for adjustments and improvements.

Question-25: Which media of communication do you think best for

international trade? Why?
Answer: For international trade, the best media of communication would be
electronic or computer-based communication. In the context of international
trade, the following electronic or computer-based communications are
commonly used:

❖ Email: Email is a widely used and effective medium for international

trade communication. It allows for fast, cost-effective, and asynchronous
communication between parties in different countries. Companies can
exchange purchase orders, invoices, shipping details, and other essential
documents via email. Additionally, email provides a written record of the
communication, which can be valuable for documentation and reference
purposes.

❖ Video Conferencing: Video conferencing platforms like Zoom, Microsoft

Teams, or Skype facilitate real-time face-to-face communication with
international partners. Video conferencing is particularly useful for
conducting virtual meetings, negotiating deals, and building rapport with
clients or suppliers from different countries. It helps bridge geographical
distances and enhances the personal touch in international business
interactions.

❖ Teleconferencing: Teleconferencing, which involves audio-only calls, is

another useful tool for international trade communication. It is suitable
when internet connectivity or bandwidth is a concern. Teleconferencing
allows for conference calls with multiple participants from different
locations, making it convenient for discussing business matters and
conducting group meetings.

❖ Instant Messaging and Chat Apps: Instant messaging platforms like

WhatsApp, WeChat, or Telegram are popular for real-time
communication with international partners. These apps can be especially
useful for quick queries, informal discussions, or urgent updates related to
shipments, product availability, or changes in plans.

Prepared by SR Ritthik Barman

 P a g e | 23

❖ Social Media and Online Forums: Social media platforms can be used for
networking, branding, and engaging with international customers.
Companies can use platforms like LinkedIn, Twitter, or Facebook to share
updates, industry news, and promotional content. Additionally, industry-
specific online forums and communities can facilitate discussions and
knowledge-sharing with international peers.

Question-26: Distinguish between verbal and non-verbal communication with a

suitable example.
Answer: Verbal and Non-verbal communication are two primary forms of
communication used by humans to convey information, feelings, and ideas.
Here's a breakdown of their differences:

Verbal communication is the process of conveying information or ideas using

words. It involves various factors such as oral, electronic or computer-based,
and written communication:

1. Oral Communication: This form of communication takes place through

spoken words and includes face-to-face conversations, meetings,
presentations, and phone calls. It relies on tone, pitch, volume, and body
language to convey meaning effectively.
2. Electronic or Computer-based Communication: This type of
communication involves using electronic devices like computers,
smartphones, or tablets to exchange information. Examples include
emails, instant messaging, video conferencing, and voice calls over the
internet.
3. Written Communication: This mode of communication involves
conveying information through written words. It includes documents,
memos, reports, letters, and messages.

On the other hand, Non-verbal communication is the transmission of messages

and information without the use of spoken or written words. It involves various
factors that contribute to conveying meaning and emotions:

1. Audial communication: This refers to the use of sound and tone to

communicate. Examples include vocal intonation, pitch, volume, and the
use of laughter, sighs, or gasps to convey emotions and attitudes.
2. Visual communication: This involves using body language, facial
expressions, gestures, and eye contact to convey meaning. Visual cues
can reveal emotions, interest, confidence, or discomfort.

Prepared by SR Ritthik Barman

 P a g e | 24

3. Audial-visual communication: This combines both audial and visual

elements to enhance the message. For example, in face-to-face
conversations, a speaker's tone of voice can complement their facial
expressions and body language, reinforcing the intended message.
4. Silent communication: This refers to the absence of spoken or audible
cues while still conveying messages non-verbally. Examples include
writing, texting, or using sign language.

In summary, verbal communication involves the use of words and language,

while nonverbal communication encompasses the expression of emotions,
attitudes, and intentions through gestures, body language, and facial
expressions. Both forms are integral to effective communication and play
crucial roles in how we interact and interpret messages in various social
contexts.

Prepared by SR Ritthik Barman